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Webhooks

Webhooks are a widely supported method used to allow multiple applications to interact with each other, using HTTP POST requests to pass callbacks between them. For more information, see Wikipedia's page on webhooks. Common uses for webhooks include sending notifications via email or SMS, posting messages to social media, automatically writing records to a spreadsheet, and updating enterprise databases.

Starting with Survey123 for ArcGIS 3.0, webhooks can be set up and activated when a survey response is submitted. For example, after a successful submission of information to the feature layer, the webhook could be called and trigger another action, such as sending a notification email, appending the survey content to a spreadsheet, and sending an alert.

Your workplace may have its own webhook provider, but a wide variety of third-party workflow services are available, such as Integromat, Microsoft Flow, Zapier, and tray.io. All of these can be used to incorporate Survey123 as a trigger for a greater automated process. In particular, Integromat and Microsoft Flow have a Survey123 connector, allowing you to integrate Survey123 into your webhook workflow with minimum difficulty, and without the need to configure the webhook in the Survey123 website or to input a payload URL.

The following sections demonstrate how to set up a notification webhook to send an email when a response has been sent that contains a question answered with a certain value.

Set up a webhook in Microsoft Flow

Microsoft Flow is a webhook service provided in the Microsoft Office 365 platform.

  1. Open Microsoft Flow.
  2. Select My flows in the toolbar at the top of the page.
  3. This page provides a number of template workflows, but none of these suit your needs. Click Create a flow from blank.
  4. The first step to creating your flow is to select a trigger. Type Survey123 in the search bar, which returns one option: When a survey response is submitted through Survey123. Click this option.

    Survey123 connector in Microsoft Flow

  5. If this is your first time using this connector in Microsoft Flow, click Sign In to sign in with your ArcGIS organization credentials. You only need to do this once, as Microsoft Flow will save your credentials for all future uses of this connector.
  6. Select the survey you want to use for your webhook from the drop-down list of available surveys.

    You have now set up the trigger for your webhook. However, for the webhook to perform any actions with this trigger, your process needs more steps.

  7. This workflow needs to send an email when a question has been answered a certain way, so the next step is to provide a condition. Click the New Step button, and choose Condition on the top of the Actions section.

    Condition UI in Microsoft Flow

  8. Click the leftmost text box to open a dialog box to select any field in your feature service. Select the survey question you want to use to qualify your survey.
  9. The middle text box is a drop-down menu to select the condition on which to trigger. Since you're looking for an exact response, select is equal to.
  10. In the rightmost text box, type the value for the question on which you want to send a notification.
  11. You want to send an email only if the condition is fulfilled, so click Add an action in the If yes box. The If no box remains blank.
  12. Multiple mail services have available connectors and can be used in this scenario. For this exercise, select Office 365 Outlook - Send an email.
  13. Sign in to the mail service with your credentials, if your credentials are not already saved.
  14. Only the To field of your email is required for the connector. Fill in the rest in a way that will be easily recognizable and that contains relevant information. The dialog box that appears when you select a text box allows you to insert the contents of the survey response as necessary.
  15. When your email is complete, click Save.

Your webhook is now complete and is active by default. The webhook will now execute every time a survey response is submitted with the given conditions.

Configure a webhook in the Survey123 website

  1. Open the Settings tab for your survey by selecting it from the menu in the lower right of the survey's panel in your My Surveys page.
  2. Select the Webhooks section from the menu on the left.

    This page allows you to set and access all webhooks you've already set up. If you haven't set up any webhooks in Survey123, the page will be empty.

  3. Click Add Webhook. A new page opens to set up how the webhook will interact with your survey.

    Add webhook page in Survey123 website

  4. Provide a name for your webhook, which will be used to identify your webhook in the future.
  5. The payload URL is where the survey information will be sent. This needs to be provided by an external webhook service.
  6. The trigger event describes what specific action will call the webhook. Select New record submitted.
  7. Event data allows you to choose what information from your survey will be included in the payload: Survey info, Server response, Submitted record, User info, and Portal info. For the purposes of this exercise, check the Survey info and Submitted record options.
  8. The Status switch determines whether this webhook will be active when saved. By default, this is set to On.
  9. Click Save.

The webhook is now ready to use and will execute every time a survey response is submitted. Rules set within the webhook provider can ensure that an email is sent only if certain criteria are met.

Note:

If the survey you applied a webhook to has already been downloaded in the Survey123 field app, it will need to be downloaded again for the webhook to work.